Committee
Policies

Role of the President

Facilitating Committee discussions to ensure that core issues
facing the Society are addressed.

Monitoring Committee performance.

Guiding and promoting the ongoing effectiveness and
development of the Committee and individual Committee Members.

Ensuring that all Committee Members understand their legal
duties and responsibilities as laid down by the various Acts of
Parliament which govern the Society's activities.

To propose and assign membership of the Society Sub-Committees
and authorise the publication of such Sub-Committee composition.
Notwithstanding clause 14(2) of the Constitution, membership of
Sub-Committee may also be assigned from the general membership
of the Society.

Provide an annual report to be published at the Annual General
meeting

Date Approved:

1 December 2015

Last Date Amended:

Role of the Treasurer

The Treasurer shall:

Ensure systems and processes are in place to record the
financial transactions of the Society to facilitate audit,
statutory and management reporting requirements.

Review management accounts and identify areas of concern or
areas for improvement and convey views to the Management
Committee as appropriate.

Work with the Sub-Committees to ensure they consider and are
made aware of the risk and financial aspects of any proposals or
decisions.

Review Insurance Policies on an annual basis to ensure all
aspects are properly covered, insurances are up-to-date and
provided by reputable suppliers. The Review will be presented to
the Management Committee for sign-off.

Ensure that the financial aspects of employee records are
maintained. Ensure employee agreements are in place and salaries
are reviewed at least annually and presented to the Management
Committee for approval.

Prepare Treasurers report for inclusion in the annual report.

Oversee preparation of final year accounts, seek approval by
the Management Committee and present them at the Annual General
Meeting for approval by members.

Assist the President with communications to members.

Participate in review of strategic plan, to be undertaken on
an annual basis.

Date Approved:

1 December 2015

Last Date Amended:

Role of the Vice-President (Captain)

Notwithstanding clause 14(3) of the
Constitution, the office of Vice-President shall - in the general
tradition of golf club office bearer nomenclature - generally be
referred to as Captain, whose role shall be:

To chair the Match Sub-Committee,

To prepare policies or recommendations for discussion by the
committee in the following areas:

Input on subscription fees.

Strategies for encouraging new members.

New member procedures.

Communication to members.

Member satisfaction.

Golf events calendar.

Conditions of Play.

Date Approved:

1 December 2015

Last Date Amended:

Role of the Secretary

The Secretary shall:

record minutes and action items arising from Management
Committee meetings

collect annual reports from each Sub-Committee and the
President's Report and compile the Society annual report to be
presented at the Annual General Meeting

Date Approved:

1 December 2015

Last Date Amended:

Role of the Ordinary Committee Members

Notwithstanding specific input required of
their membership of Sub-Committee, all Ordinary Committee Members
shall offer input and discussion in the following areas:

Input on subscription fees.

Strategies for encouraging new members.

New member procedures.

Communication to members.

Member satisfaction.

Date Approved:

1 December 2015

Last Date Amended:

Role of the Golf NSW Delegate

The Golf NSW delegate is appointed to the Committee to represent
the interests of that body as a benefactor of the Society. It is
expected that the delegate will:

provide suitable reports to Golf NSW regarding the activities
of the Society, with a copy of the report tabled at the next
scheduled AGHS Committee meeting,

provide feedback - where applicable - from Golf NSW

Date Approved:

1 December 2015

Last Date Amended:

Role of the NSW PGA Delegate

The PGA (NSW/ACT Division) delegate is appointed to the Committee
to represent the interests of that body as a benefactor of the
Society. It is expected that the delegate will:

provide suitable reports to PGA (NSW/ACT Division) regarding
the activities of the Society, with a copy of the report tabled
at the next scheduled AGHS Committee meeting,

provide feedback - where applicable - from PGA (NSW/ACT
Division)

Date Approved:

1 December 2015

Last Date Amended:

Attendance at Committee Meetings

It is expected that committee members attend a
minimum of 75% of scheduled committee & sub-committee meetings
on which they serve.

Notwithstanding clause 14(2) of the
Constitution, the Management Committee shall seek representation
from major sponsors of the Society to attend and contribute to
Management Committee Meetings.

Date Approved:

1 December 2015

Last Date Amended:

Sub-Committee – History

This Sub-Committee shall consist of members of
the Management Committee and those ordinary members of the Society
as invited by the Management Committee. The full list of committee
members shall be published as soon as possible after the Annual
General Meeting.

The chairperson of the Sub-Committee shall provide an annual
report to be included in the Society annual report and published
at the Annual General Meeting.

Date Approved:

1 December 2015

Last Date Amended:

Sub-Committee – Museum

This Sub-Committee shall consist of members of
the Management Committee and those ordinary members of the Society
as invited by the Management Committee. The full list of committee
members shall be published as soon as possible after the Annual
General Meeting.

The Museum Sub-Committee:

shall consist of at least 3 members of the Management
Committee and the Curator/Collection Manager,

is charged with ensuring activities in the Museum maintain
adherence to the Museum Policies.

shall meet regularly and report to the Management Committee on
activities undertaken and in progress.

The chairperson of the Sub-Committee shall
provide an annual report to be included in the Society annual
report and published at the Annual General Meeting.

Date Approved:

1 December 2015

Last Date Amended:

Sub-Committee – Match

This Sub-Committee shall consist of members of
the Management Committee and those ordinary members of the Society
as invited by the Management Committee. The full list of committee
members shall be published as soon as possible after the Annual
General Meeting.

The Match Sub-Committee:

Shall arrange a minimum number of Society sponsored hickory
events throughout the year including but not limited to the
major events being:

Dan Cullen Trophy

Al Howard Memorial Trophy

Australian Hickory Shaft Championship (including President's
Putter)

Bobby Locke Trophy

Shall make arrangements to support and encourage other hickory
events staged by both member and non-member groups

Shall publish the results of all Society sponsored events in
the Society website and in the newspaper with the word 'hickory'
included in the event description.

Shall compile and endorse conditions of play which are
consistent across all events being sponsored or encouraged

The chairperson of the Sub-Committee shall
provide an annual report to be included in the Society annual
report and published at the Annual General Meeting.

Date Approved:

1 December 2015

Last Date Amended:

Sub-Committee -
Publications/Communications

This Sub-Committee shall consist of members of
the Management Committee and those ordinary members of the Society
as invited by the Management Committee. The full list of committee
members shall be published as soon as possible after the Annual
General Meeting.

The Publications/Communications Sub-Committee:

shall ensure that all Society publications (e.g. The Brassie
and website eNewsletter) are distributed in a timely fashion as
agreed by Management Committee, and

shall consult with other Sub-Committees to negotiate content
for communication with members.

The chairperson of the Sub-Committee shall
provide an annual report to be included in the Society annual
report and published at the Annual General Meeting.

Date Approved:

1 December 2015

Last Date Amended:

Fees and Subscriptions

For the purposes of Clause 8(1), the fee for
admission to the Society shall be $0
For the purposes of Clause 8(2), the fee for annual membership of
the Society shall be $30

Date Approved:

1 December 2015

Last Date Amended:

Non-Disclosure of Confidential
Information

Non-public, proprietary or confidential
information (including all decisions of meetings of the Committee
and its Sub-Committee’s) and knowledge of data regarding the
Society may not be used, communicated or disclosed by any
committee member, sub-committee member or employee to any person
(whether that person be a member of the Society or not) without
specific authorisation from the Committee or the person
responsible for such information, knowledge or data.

This policy is also applied to all data
maintained by the Society which deals with member contact details
subject to the Society's Privacy Policy.

Date Approved:

1 December 2015

Last Date Amended:

Communication with Members

Matters regarding golf competitions, functions,
golf history, museum activities are communicated by way of the
website, a newsletter (The Brassie), an email, or the best
combination of the three. The newsletter is posted on the website.
Archived copies are also kept available on the website.

Date Approved:

1 December 2015

Last Date Amended:

Review of Policies

A continuing review of policies is essential to
keep them consistent and relevant. Policies are to be reviewed on
an ongoing basis and the Policy Manual is to be amended as policy
issues are dealt with in the normal course of conducting Committee
business.

Date Approved:

1 December 2015

Last Date Amended:

Policy Review Methodology

To assist with the review of Committee Policies
and to ensure that all committee members have a working knowledge
of the reasoning behind the Policies, the following method of
review will be instituted:

All Committee Meeting Agendas will have
included in them, a permanent agenda item:

"Are there any
Policy outcomes from this meeting YES / NO

If no matters from the current meeting impact
on Committee Policy, then the matter is resolved and appropriately
disposed of.

If it is determined that any of the outcomes
from the current meeting do have an impact on current Policies, or
do have a need to be expressed in a new Policy, then one committee
member, assigned under rotation around the Committee, will be
assigned to drafting the content of the Policy or making a draft
amendment to the existing Policy.

Such draft will be submitted to the Board at
the next meeting for approval.

Care should be taken when submitting Policies
or changes to Policy that further debate on the subject is limited
to the accuracy of the draft and not content of the draft.

Having been approved, the Policy or changes to
an existing Policy will be published and the date of amendment
shall be revised to reflect the date of approval.

Wherever possible, a statement of reasoning
should accompany any Policy or Policy change.

The writer of the Policy should consult with
the Secretary with regard to the accuracy of interpretation and
resolution prior to the submissions of drafts for approval.

Reasoning

There are many reasons for adopting this
Policy and ensuring that it becomes a habit of practice.

The reason for committee members being
assigned in rotation for the task of drafting such statements is
to ensure that all committee members have a current working
knowledge of the Policies.

In reality, in the absence of this
methodology:

Committee Policy review occurs sporadically and infrequently.

Knowledge of Committee Policy amongst the committee members is
poor at best.

Issues which are resolved at Committee Meetings are destined
to be recorded in minutes and likely to be lost and forgotten in
the Committee consciousness. These same issues will likely never
be carried forward to future Committees.

Under the auspices of this Policy:

Committee Policy review will be ongoing.

Knowledge of, and engagement with, Committee Policy by the
committee members will be significantly improved.

New committee members will benefit significantly from the
knowledge base accumulated by the Society.

Significant time savings will be accrued in meetings by
avoiding matters which have been dealt with recently.

A statement of reasoning will deliver to future Committees an
exposure to what is possibly lengthy prior Committee
deliberations.

Time expended in Operational and Strategic decision-making
will be significantly shortened.

Date Approved:

1 December 2015

Last Date Amended:

Committee Minutes & Report
Packs

All reports to be delivered at meetings are to
be in written format, and
are to be provided to the Secretary for inclusion in Committee
packs. Committee packs will be circulated electronically prior to
the meeting to allow Committee members to familiarise themselves
with the content.

Committee meetings will be conducted on the
assumption that everyone has read and is familiar with the
material, particularly with the agenda and any memorandums to be
discussed at the meeting.

Committee minutes are to be circulated
electronically by the Secretary as soon as possible following the
meeting.

Date Approved:

1 December 2015

Last Date Amended:

Publication of the Annual Report

The Committee acknowledges the right of any
member of the Committee or Sub-Committee who is required to submit
a report for the Annual Report to write the report without
interference. However, before any such report be released in the
Annual Report to members, the author thereof should take counsel
from the Committee in general meeting in relation to the proposed
content of a report to ensure that there is no misleading or
unintended misrepresentation contained therein.

Date Approved:

1 December 2015

Last Date Amended:

Strategic Planning

The Strategic Plan should be reviewed annually
and updated if necessary. All Committee decisions must be in
harmony with the strategic plan. If a decision is made contrary to
the strategic plan, the Strategic Plan should be updated.